Awarded to DSW Homes, LLC (Implementation) & Tetra Tech, Inc. (System of Record)

CLOSED

Other

Resilient SRQ (CDBG-DR) Implementation of Housing Rehabilitation/Reconstruction Program and System of Record

Last updated by Addendum #2 on Dec 12, 2023 4:51 PMSee what changed

General Solicitation

Office of Financial Management

20868, 20969, 91151, 91875, 92544... show all

Project ID: 242525MN

Release Date: Thursday, November 9, 2023

· Due Date: Wednesday, December 13, 2023 2:30pm

Posted Thursday, November 9, 2023 4:58pm

All dates & times in Eastern Time

Question & Answer

Questions and clarifications about the project

The question submission deadline has passed. No more questions can be submitted.

1. Pre bid meeting Nov 13 2023 at 10:57 AM

Anonymous Nov 13 2023 at 10:57 AM
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Is the county open to hosting an in-person/TEAMs pre-bid meeting for this RFP?
Nov 16 2023 at 4:23 PM
Sarasota County
No.

2. SOR Nov 14 2023 at 3:51 PM

Anonymous Nov 14 2023 at 3:51 PM
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Part II, Section XI, Subsection C states that "The SOR must not be proprietary." Can you please clarify this statement and verify whether the county would be open to considering proprietary solutions which have been implemented to manage other CDBG-DR funded programs?
Nov 16 2023 at 4:23 PM
Sarasota County
The System of Record cannot be proprietary software. The County will contract separately with the SOR vendor for continuity of record retention as required by Florida Statutes 119 and 257. The County is not open to proprietary software for the System of Record.

3. Self-perform some construction services Nov 13 2023 at 10:59 AM

Anonymous Nov 13 2023 at 10:59 AM
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Will the proposer be allowed to self-perform some of the construction services?
Nov 16 2023 at 4:23 PM
Sarasota County
No.

4. No subject Nov 13 2023 at 10:55 AM

Anonymous Nov 13 2023 at 10:55 AM
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Can the same vendor propose and be awarded for both the Resilient SRQ Program Management Services for County Community Development Block Grant-Disaster Recovery Program and the Resilient SRQ (CDBG-DR) Implementation of Housing Rehabilitation/Reconstruction Program and System of Record RFPs?
Nov 16 2023 at 4:23 PM
Sarasota County
While proposers are not precluded from proposing on both solicitations, the same firm will not be awarded both solicitations.

5. Self perform as GC Nov 17 2023 at 3:50 PM

Anonymous Nov 17 2023 at 3:50 PM
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If awarded as the CM, will we be able to self-perform the GC role as a builder in the program?
Nov 20 2023 at 9:25 AM
Sarasota County
No.

6. Integrations Nov 22 2023 at 11:20 AM

Anonymous Nov 22 2023 at 11:20 AM
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In addition to Docusign, what systems & data sets does the client expect the vendor to integrate with?
Nov 27 2023 at 11:05 AM
Sarasota County
That is to be determined. The software should meet the specifications in the RFP and attachments.

7. No subject Nov 22 2023 at 11:21 AM

Anonymous Nov 22 2023 at 11:21 AM
User information is private
Does the client allow for the construction management vendor and the system of record vendor be the same organization?
Nov 27 2023 at 11:05 AM
Sarasota County
Yes, if the contracts are separate and the system of record is not proprietary.

8. Security Nov 22 2023 at 11:21 AM

Anonymous Nov 22 2023 at 11:21 AM
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Does the client have any specific hosting or security requirements or preferences?
Nov 29 2023 at 3:58 PM
Sarasota County
The software should meet the specifications in the RFP and attachments.

9. No subject Nov 22 2023 at 11:22 AM

Anonymous Nov 22 2023 at 11:22 AM
User information is private
Does the client permit offshore resources to be used to support and administer the application?
Nov 27 2023 at 11:05 AM
Sarasota County
Yes, as long as it meets the requirements in the solicitation and the County's Procurement Code and requirements for qualifying vendors.

10. No subject Nov 22 2023 at 11:23 AM

Anonymous Nov 22 2023 at 11:23 AM
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How many applicants are expected in total, per month, and per year?
Nov 27 2023 at 11:05 AM
Sarasota County
That is to be determined.

11. No subject Nov 22 2023 at 11:23 AM

Anonymous Nov 22 2023 at 11:23 AM
User information is private
Does the client have a not-to-exceed budget for this bid?
Nov 27 2023 at 11:05 AM
Sarasota County
No.

12. No subject Nov 22 2023 at 11:23 AM

Anonymous Nov 22 2023 at 11:23 AM
User information is private
Is the client open to procuring this as a Software-as-a-Service subscription?
Nov 27 2023 at 11:05 AM
Sarasota County
The software will be procured by the selected vendor and how they intend to meet the required software specifications must be submitted with the proposal.

13. No subject Nov 22 2023 at 11:24 AM

Anonymous Nov 22 2023 at 11:24 AM
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Does the client have a system in place today that it plans to replace with this procurement? If so, please provide additional details related to the system and requirements to transfer to a new solution.
Nov 27 2023 at 11:05 AM
Sarasota County
No.

14. No subject Nov 22 2023 at 11:24 AM

Anonymous Nov 22 2023 at 11:24 AM
User information is private
Will there be data migration expected for in-flight applications? If so, how many applications would this pertain to?
Nov 27 2023 at 11:05 AM
Sarasota County
That is to be determined. There are currently no applications "in-flight."

15. No subject Nov 22 2023 at 11:30 AM

Anonymous Nov 22 2023 at 11:30 AM
User information is private
Would the client be open to accept or discuss any changes/exceptions/additions to the terms and conditions?
Nov 27 2023 at 11:05 AM
Sarasota County
No.

16. No subject Nov 22 2023 at 11:31 AM

Anonymous Nov 22 2023 at 11:31 AM
User information is private
Does the client require materials to be available in multiple languages and if so, what are the materials & languages? For the application intake portal, which languages must be available upon go-live?
Nov 27 2023 at 11:05 AM
Sarasota County
Yes, application must be able to be translated into Spanish. Other languages such as Ukrainian and Russian may be requested on an as needed basis.

17. No subject Nov 22 2023 at 11:31 AM

Anonymous Nov 22 2023 at 11:31 AM
User information is private
Do videos and general training materials need to be 508 and ADA compliant?
Nov 29 2023 at 3:58 PM
Sarasota County
Yes, upon request.

18. No subject Nov 22 2023 at 11:31 AM

Anonymous Nov 22 2023 at 11:31 AM
User information is private
Does the client have technology support coverage requirements (e.g. 8x5, 8x7, 24x7, etc.)?
Nov 27 2023 at 11:05 AM
Sarasota County
Technology support coverage should be included as part of the software proposal.

19. No subject Nov 22 2023 at 11:31 AM

Anonymous Nov 22 2023 at 11:31 AM
User information is private
Does the client anticipate that all applications will be completed via online/internet access, or will the Contractor need to provide alternative methods for applicants to submit their information? If alternative methods, what are they?
Nov 27 2023 at 11:05 AM
Sarasota County
Applicants may submit paper applications on an as needed basis.

20. No subject Nov 22 2023 at 11:31 AM

Anonymous Nov 22 2023 at 11:31 AM
User information is private
Would the client be open to considering an proposal for an end-to-end system of record built to meet the county's needs, and pursuing construction management services on a separate procurement?
Nov 27 2023 at 11:05 AM
Sarasota County
No.

21. 7.2 Experience Nov 24 2023 at 9:50 AM

Anonymous Nov 24 2023 at 9:50 AM
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Is there a restriction on the size of the page (e.g., Letter, Legal, Executive) or font used for the maximum 15 pages allotted?
Nov 29 2023 at 5:01 PM
Sarasota County
Letter (8.5 x 11); font no smaller than 11 point.

22. IV.A.1 & 2 Building Designs Nov 24 2023 at 9:51 AM

Anonymous Nov 24 2023 at 9:51 AM
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Regarding the 2 options for 2 Bedroom, 3 Bedroom, and 4 Bedroom plan sets, is the first set the standard set and the second set the handicapped accessible/wheelchair friendly version? Or, is Sarasota seeking two different floorplans – each with a handicapped accessible/wheelchair friendly version
Dec 4 2023 at 10:43 AM
Sarasota County
The County is seeking 2 design options for each of the 2, 3 and 4 bedroom plans. Each of those designs needs the option of modification to meet ADA accessibility requirements .

23. Questions: Sarasota County, FL Resilient SRQ (CDBG-DR) Implementation of Housing Rehabilitation/Reconstruction Program & System of Record Nov 24 2023 at 1:32 PM

Anonymous Nov 24 2023 at 1:32 PM
User information is private
Will the Consultant have any role in the implementation of the Reimbursement Program? If yes, can the County please provide details?
Nov 29 2023 at 4:59 PM
Sarasota County
No.

24. Question: Sarasota County, FL Resilient SRQ (CDBG-DR) Implementation of Housing Rehabilitation/Reconstruction Program & System of Record Nov 24 2023 at 1:34 PM

Anonymous Nov 24 2023 at 1:34 PM
User information is private
Part II, Scope of Services, Part III Consultant Responsibilities (B), Page 2 of 8, indicates that the Consultant will secure and deploy sufficient construction and administrative resources to perform...Does this statement mean the homebuilders/construction contractors will be procured and contracted under the Consultant after the contract award?
Nov 29 2023 at 4:59 PM
Sarasota County
The vendor will be responsible for procuring and contracting the homebuilders/construction contractors.

25. Question: Sarasota County, FL Resilient SRQ (CDBG-DR) Implementation of Housing Rehabilitation/Reconstruction Program & System of Record Nov 24 2023 at 1:35 PM

Anonymous Nov 24 2023 at 1:35 PM
User information is private
How many progress inspections per project does the County anticipate for rehabilitation and reconstruction projects?
Nov 29 2023 at 4:59 PM
Sarasota County
That is to be determined.

26. Question: Sarasota County, FL Resilient SRQ (CDBG-DR) Implementation of Housing Rehabilitation/Reconstruction Program & System of Record Nov 24 2023 at 1:35 PM

Anonymous Nov 24 2023 at 1:35 PM
User information is private
Who will be providing assessments for Lead-Based Paint and Asbestos?
Nov 29 2023 at 4:59 PM
Sarasota County
This service is being solicited under RFP 242521MN.

27. Pricing Nov 24 2023 at 4:50 PM

Anonymous Nov 24 2023 at 4:50 PM
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To better cost this program based on the requirements described, please confirm these items that are to be included in the pricing matrix: 1. System of Record – Lump sum a. Based on the 258 items requested 2. SOR Monthly access – monthly 3. SOR Monthly maintenance – monthly 4. Design plan sets – (stick-built/ block) – Fixed rate per unit a. 2 bed b. 3 bed c. 4 bed 5. CM monthly mgmt. fee – monthly a. Invoicing b. Case mgmt. c. Eval d. GC award e. Contract compliance 6 .Progress inspection – Unit rate 7. Final inspection – Unit rate 8. File Closeout – Unit rate 9. Rehabilitation – Unit rate 10. MHU – Roll off cost - Unit rate a.. 3 manufacturers 11. MHU – Installation – Unit rate 12. Site specific – Unit rate a. Survey b. EC c. Geotechnical d. TPI 13. Water well - Unit rate 14. Septic system – Unit rate 16. Damage inspection and repair review – Unit rate 17. Personnel rate sheet a. List roles and rates 18. Bid book – Unit rate a. Updates – Quarterly – Unit rate
Nov 29 2023 at 4:59 PM
Sarasota County
The proposer should submit prices they believe are necessary to complete the services listed in the scope of work.

28. Question: Sarasota County, FL Resilient SRQ (CDBG-DR) Implementation of Housing Rehabilitation/Reconstruction Program & System of Record Nov 24 2023 at 1:34 PM

Anonymous Nov 24 2023 at 1:34 PM
User information is private
Part II, Scope of Services, Part III Consultant Responsibilities (E and F), Page 3 of 8, refers to disallowed costs and ineligible activities. Since the Intake/Eligibility components of work and the Scope of Work (damage assessment and repair estimate) for each home are being developed by others, can you please clarify what the County anticipates the Consultant's role would be in determining or addressing disallowed costs and ineligible activities?
Nov 29 2023 at 4:59 PM
Sarasota County
Proposer should include a plan for addressing disallowed costs and ineligible activities.

29. 7.4 Compensation Nov 24 2023 at 9:50 AM

Anonymous Nov 24 2023 at 9:50 AM
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With respect to “compensation methods shall include hourly rates and detail all direct expense costs for all anticipated services”, is Sarasota County seeking a Time & Materials (T&M) Contract or is Sarasota County open to other pricing structures that may provide a cost benefit to the County?
Dec 4 2023 at 10:43 AM
Sarasota County
Allowable contracting/compensation methods shall be in accordance with 2 CFR Part 200 Subpart D – Procurement Standards which includes restrictions on T&M type contracts.

30. V.A. Personnel Nov 24 2023 at 9:51 AM

Anonymous Nov 24 2023 at 9:51 AM
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Are Key Personnel expected onsite in Sarasota full-time?
Dec 4 2023 at 10:43 AM
Sarasota County
Please see Section V of Scope of Services: The County reserves the right to require the Consultant, Consultant’s employees, subconsultants and/ or subcontractors be available to work onsite when conditions, activities, and implementation of the Program are more conducive to being in-person. The location in Sarasota shall be designated by the County.

31. Question: Sarasota County, FL Resilient SRQ (CDBG-DR) Implementation of Housing Rehabilitation/Reconstruction Program & System of Record Nov 24 2023 at 1:33 PM

Anonymous Nov 24 2023 at 1:33 PM
User information is private
Part II, Scope of Services, Part IIB, Page 1 of 8, states that the County will engage a separate consultant to perform progress inspections (#5). Part III, Consultant Responsibilities, seems to indicate that the Consultant will also provide progress inspections (A-#6). Can the County please provide clarification?
Dec 4 2023 at 10:43 AM
Sarasota County
The Implementation Consultant shall provide progress inspections as work order(s) and/or task assignment(s) are completed by subcontractors. Implementation Consultant shall also continue to measure advancement of the project’s rehabilitation and reconstruction and adherence to agreed upon timeframes with the County. The Program Management Consultant, as being solicited under RFP # 242521, may be called upon to verify progress as well.

32. Question: Sarasota County, FL Resilient SRQ (CDBG-DR) Implementation of Housing Rehabilitation/Reconstruction Program & System of Record Nov 24 2023 at 1:33 PM

Anonymous Nov 24 2023 at 1:33 PM
User information is private
Part II, Scope of Services, Part III Consultant Responsibilities (A-#8), Page 2 of 8, indicates that the Consultant shall provide Certificates of Occupancy. Certificates of Occupancy are typically provided to the homebuilders/contractors performing the work. Can the County please provide clarification?
Dec 4 2023 at 10:43 AM
Sarasota County
The Implementation Consultant will need to secure the Certificate of Occupancies from the contractors and provide to both the County and the homeowners. Specifics shall be developed during contract development

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